Job Details
Job Location
Phoenix - Tempe, AZ
Description
We are seeking an organized, proactive, and discreet Personal Assistant to support a high-net-worth individual and their family. This role encompasses a broad range of responsibilities, including household management, travel coordination, and administrative support. The successful candidate will work within a structured household environment with the support of household staff and external professionals.
Key Responsibilities :
1. Household & Property Management
- Oversee and coordinate multiple real estate properties across the U.S.
- Supervise and communicate with household staff (chef, housekeepers, handyman) to ensure household operations run smoothly.
- Maintain household calendars, covering tasks from daily operations to pre-planned events up to 18 months in advance.
- Coordinate maintenance, repairs, and renovations, including gathering estimates and managing contractors / vendors.
- Ensure household efficiency by overseeing inventory, grocery shopping, menu planning, and household supply orders.
- Manage vehicle upkeep, including routine maintenance and scheduling.
- Learn basic household systems (e.g., irrigation) to supervise work effectively without performing manual labor.
- Organize and maintain household spaces such as pantries and storage areas.
2. Travel Planning & Coordination
Plan and manage domestic and international travel for multiple family members, including extended trips of 30 days.Handle detailed travel logistics such as booking flights (including private family office aircraft), accommodations, and itinerary planning.Research travel destinations thoroughly to meet specific needs (e.g., verifying gluten-free dining options for celiac family members).Coordinate travel arrangements for personal and business purposes.Travel is anticipated to occur approximately 4 times a year , with flexibility required based on the household's evolving needs.3. Administrative Support
Manage personal and household schedules, covering daily to long-term planning (up to 18 months in advance).Organize and prioritize incoming information, requests, and communications.Maintain confidential files, including personal, financial, and medical records.Schedule and coordinate medical, financial, and personal appointments.Conduct thorough research on various topics to provide actionable recommendations.Provide administrative and clerical support, including document management and expense tracking.4. Event & Social Planning
Organize and oversee private events, dinners, and social gatherings (approximately 4-6 per year).Liaise with caterers, event planners, and vendors to ensure successful execution.Assist with hosting guests and providing logistical support for events.5. Human Resources Oversight
Assist in hiring, onboarding, and managing household staff as needed.Oversee staff scheduling and performance, including promotions and terminations.Act as a liaison between household staff and the head of household to ensure clear communication.6. Personal Errands & Support
Run personal errands such as grocery shopping, returns, and household supply management.Arrange health care schedules and track medical appointments for family members.Manage household pets, including vet visits, grooming, and potential training needs.Assist with any personal projects, organization needs, or special requests from the principal.Qualifications & Requirements :
Experience : Minimum of 5 years in a similar role supporting high-net-worth individuals or families.Education : Bachelor's degree preferred but not required; relevant experience and skills are most importantStrong organizational and multitasking abilities.Excellent written and verbal communication skills.Proficiency in Google Suite , Office365, and WhatsApp.High level of discretion and ability to handle confidential matters with professionalism.Ability to research topics thoroughly and present thoughtful options.Strong interpersonal skills to manage diverse personalities effectively.Additional Requirements :
Must be highly organized, proactive, and friendly , with a professional demeanor.Must have a valid driver's license (no DUIs) and passport , with the ability to travel domestically and internationally.Must be able to transport themselves to work; a car will be provided for work-related use.This position requires the ability to perform light physical tasks, such as occasional lifting (e.g., moving a box from the house to the car) and prolonged standing or walking, similar to normal household activities.Candidates should be capable of meeting these requirements with or without reasonable accommodations.Must sign a legally binding NDA before employment.Must not have allergies to dogs or bees , as pets and beehives are on the property.Must pass a comprehensive background check.Compliance with a strict no smoking / vaping policy.Work Schedule Expectations :
On-call responsibilities will rarely occur , and only in unexpected situations.Additional hours outside of the standard workday may be required for household events or parties (approximately 4-6 times per year) and occasional travel.The role otherwise follows a standard full-time schedule, with flexibility required for special events or household needs.Work Environment & Support :
The assistant will work within a structured environment alongside household staff (chef, two housekeepers, handyman) and external service providers (e.g., accountants, contractors).The role involves diverse responsibilities, and the candidate should expect to take on additional or adjusted duties as the household's needs evolve.
